Privacy Policy

This sets out the Privacy Policy for KCL Digital (08583068).  

KCL Digital provides services that includes resource management for our suppliers and clients, as well as our consultants and candidates. To perform these services we require access to personal data. To support this, we act as Data Controller. KCL Digital is only able to act in this way because we have a legal basis for processing personal data in order to deliver our services. The legal basis is a) legitimate interest (Article 6 (1)(f)) and b) entering (or potentially entering) into a contract with you (Article 6 (1)(b)). We are only able to use personal data in accordance with the terms in this Privacy Policy as relevant to our business operations.  

We take our Privacy Policy seriously and encourage you to read the details carefully to ensure you are aware of how your data is collected and used when we work with you. Our Privacy Policy was last updated on 8 November 2023 and will be reviewed annually unless otherwise directed. If you have any concerns regarding our Privacy Policy or its use, please contact us at admin@kcl-digital.com. You will be directed to our Data Protection Officer or Representative within 3 working days.

 

Information We Collect

We may collect data from you on the use of our Website including the pages and resources accessed. Our web servers are able to collect technical information including IP address, host and domain names, date and time of visit, and browser details.  The use of this data enables us to improve access to our information and how we engage with those interested in our work. This data may also assist us in improving and applying changes to our Site.   

If you are invited to register/sign up to our newsletters or work opportunities, please know that you do this voluntarily. This information may include your name and contact details. Depending on the reason for signing up this may include company or personal data. You may also provide contact information when making general enquiries with us.  

We may be provided with recommendations to approach candidates and suppliers for the purposes of work opportunities. We will retain this data for the purposes of making contact and refer to our privacy statement during our initial contact. You have the right to unsubscribe from our services and for your personal data to be deleted (see Your Rights).  


Use of your Information 

Information that we collect from you is to assist us in undertaking our services to you.  

We may use your information to:

  • send you information at your request, such as work opportunities or information, 
  • apply candidate searches on your behalf and represent you to our clients,
  • begin a new registration process, 
  • edit a registration you hold with us, 
  • respond to a work request or opportunity,  
  • process payments or other accountancy related obligations

If at any time you decide to no longer receive information from us or no longer wish to be registered with us or wish your data to be deleted, please contact us at admin@kcl-digital.com.

 

Use of Third Parties

We do not pass data or information held by KCL Digital to any external parties unless with prior written agreement, which would be for the purpose of conducting and undertaking the services we offer to our supplier, client, and consultant partnerships.   

KCL Digital promote antifraud and anticorruption. If we are asked to provide information for audit or legal purposes we will oblige according to the English Law.  

If we enter into a working partnership with you, recruitment or consultancy, or are providing you with a service provision in the client or supplier space, we may hold data on the following portals:  

  • Recruitment Database
  • Customer Relationships Management Database
  • Timesheet

This data may include: 

  • name
  • company, 
  • company status, 
  • contact details, 
  • work history,  
  • case study details, 
  • if we have worked together before and the details,  
  • references or recommendations, 
  • uploaded CV and the details within, from interested candidates/consultants, 
  • uploaded information request from interested suppliers.

If, in order to progress with a registration or placement, we are requested to share the following personal information, we will only do so with your written consent: 

  • health history,  
  • disabilities, 
  • compliance checks, such as providing proof of ID (driving licence, passport) 
  • undertaking a DBS check, 
  • next of kin information, 
  • work history details, 
  • data of birth, 
  • gender, 
  • ethnicity, 
  • tax and national insurance details. 


Data Retention

KCL Digital retains personal data for as long as necessary to fulfil the purposes that we collected it for. This means we will keep your personal data throughout the period of your active relationship with us. Where there is no retention period stated in law, we determine the appropriate retention period for personal data by considering the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of the data, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal requirements.

Subject to the services we have provided, we may continue to retain some of your personal data for legal, compliance, accounting and tax purposes and other legitimate business purposes for up to 5 years from when our relationship ends.  

If you no longer wish to receive our services, you have the right at any time to request us to delete your personal data by contacting admin@kcl-digital.com. 

 

Your Rights

KCL Digital is compliant with the UK General Data Protection Regulation (UK GDPR) and only collects required information to process personal data for legitimate reasons, to work together with our Candidates and Consultants and Suppliers and Clients.  By supplying us with information you consent for us to conduct our work together.  

Our data is stored securely, encrypted and is only accessed on a need to know basis. KCL Digital does not currently have a mobile App. 

You may be contacted by email from KCL Digital with further information requests, in line with work undertaken with you, as required by statutory regulations. You can request access to your information and question how this is administered at any time.  

GDPR is guided by consumer rights, and you can request further information from KCL Digital at any time by contacting admin@kcl-digital.com.


Your rights include:

  • The Right to Information 
  • The Right of Access 
  • The Right to Rectification 
  • The Right to Erasure 
  • The Right to Restriction of Processing 
  • The Right to Data Portability 
  • The Right to Object 
  • The Right to Avoid Automated Decision Making 

KCL Digital treats all information and data as confidential and only accesses or uses this information on a need to know basis or in order to undertake our work.


Further Information 

This Privacy Policy will be updated in November 2024. If you require any further information in relation to the Privacy Policy please contact us at admin@kcl-digital.com. We aim to respond within 3 working days.  

How To Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at admin@kcl-digital.com.

You can also complain to the Information Commissioner’s Office if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk 

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